Administrative Clerk

The Administrative Clerk provides essential clerical and administrative support to the organisation, assisting with daily operations, document management, recruitment administration, and general office coordination.

Organisation Overview

The Caribbean Society for Human Resource Professionals (CSHRP) is a dynamic organization dedicated to advancing the HR profession across the Caribbean region through professional development, networking, and knowledge sharing. We provide our members and clients with access to industry-leading resources, events, and opportunities to connect with fellow HR professionals throughout the Caribbean. CSHRP is committed to elevating HR standards and practices in the region while fostering a supportive community that enables professionals to grow and excel in their careers.

Position Overview

The Administrative Clerk provides essential clerical and administrative support to the organisation, assisting with daily operations, document management, recruitment administration, and general office coordination. 

Key Responsibilities

Administrative Support

- Process and maintain organisational documents, templates, and files

- Handle incoming and outgoing correspondence

- Schedule meetings and maintain calendars for board members and management

- Take and distribute meeting minutes/notes

- Assist with preparation of presentation materials and reports

- File and organize important documents

- Respond to routine inquiries about the organisation

- Track and respond to client queries while conducting site visits

- Organise and distribute letters, notifications and reports

- Maintain incident reports 

Recruitment Support

- Process job applications, candidates database and records

- Update clients on recruitment process

- Schedule interviews and coordinate with candidates

- Prepare recruitment-related documentation

- Maintain recruitment database, log and files

- Assist with job posting administration

Data Entry and Records Management

- Enter financial transactions into accounting software

- Update and maintain logs & databases

- Process and file financial documents

- Track consultant deliverables and maintain project files

- Organize and file reports for board members, vendors, and clients

Event and Program Support

- Assist with logistics for the annual conference

- Provide technical support during virtual webinars and courses

- Help prepare, compile and file materials for training sessions

- Maintain registration lists and attendance records

- Assist with setup and coordination of site visits

Office Administration 

- Log vendor invoices and expense reports

- Assist with basic client service inquiries

- Help compile information for organizational reports

- Support day-to-day office operations

Required Qualifications

- Associate degree in Business Administration, Office Management, or related field

- 1-2 years of clerical or administrative experience

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

- Experience with data entry and record keeping

- Strong attention to detail and organizational skills

- Excellent written and verbal communication skills

Preferred Qualifications

- Experience in a professional services environment

- Knowledge of basic HR terminology and processes

- Familiarity with financial or accounting software

- Experience with virtual meeting platforms

- Customer service experience

Skills and Competencies

- Accurate data entry skills

- Strong organizational abilities

- Professional phone and email etiquette

- Basic math and bookkeeping skills

- Ability to maintain confidentiality

- Good time management

- Reliable and punctual

- Team-oriented mindset

Working Conditions

- Hybrid work arrangement: 3 days in office, 2 days remote

- Occasional local and international travel for site visits

- May require occasional support for evening or weekend events

- Regular business hours with some flexibility required